Administrative Assistant
Schedule: Part-Time (25 hours per week)
Work Arrangement: Hybrid
Position Overview: A professional membership-based organization is seeking a proactive, polished, and highly organized Administrative Assistant / Office Coordinator to support executive leadership and daily office operations. This position will provide administrative support to senior leadership, assist with membership outreach initiatives, coordinate meetings and events, and help ensure the office runs efficiently.
Responsibilities
- Manage executive calendars, scheduling meetings, appointments, and industry networking opportunities.
- Coordinate meetings with members, stakeholders, and external partners.
- Prepare, proofread, and format professional correspondence, reports, presentations, and meeting materials.
- Track outreach and engagement activities.
- Arrange travel logistics and meeting coordination as needed.
- Support senior leadership with administrative projects and special initiatives.
- Manage daily office operations and administrative workflows.
- Order, track, and maintain office supplies and inventory.
- Coordinate office maintenance, facilities requests, and vendor relationships.
- Answer incoming phone calls and monitor shared email inboxes.
- Maintain electronic and physical filing systems.
- Assist with scheduling, documentation, and cross-departmental projects.
- Support general office organization and administrative efficiency.
- Conduct outreach to prospective and existing member organizations.
- Schedule appointments, networking meetings, and informational discussions.
- Assist with membership development and engagement efforts.
- Maintain professional relationships with member organizations and stakeholders.
- Utilize established templates and outreach materials to support engagement initiatives.
- Coordinate meeting and event logistics, including scheduling, attendee communication, and materials preparation.
- Assist with registrations and event-related administrative support.
- Monitor executive calendars to prevent scheduling conflicts and ensure efficient time management.
- Support both virtual and in-person events as needed.
Qualifications
- 3-5+ years of experience in administrative support, executive assistance, office coordination, or office management.
- Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
- Excellent written and verbal communication skills.
- Strong grammar, proofreading, and professional correspondence abilities.
- Exceptional organizational and multitasking skills.
- Ability to manage competing priorities with minimal supervision.
- Professional demeanor and strong business judgment.
- Experience supporting executives, senior leaders, or management teams.
- Experience working in banking, financial services, professional services, trade associations, non-profits, or membership-based organizations.
- CRM or database management experience.
- Experience maintaining contact databases and membership records.
- Website content update experience.
- Familiarity with membership management platforms and reporting tools.
- Take initiative and proactively identify solutions.
- Possess strong interpersonal and communication skills.
- Demonstrate sound judgment and professionalism.
Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.
Pay Details: $25.00 to $27.00 per hour
Search managed by: Savannah Mckillip
Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.
Equal Opportunity Employer/Veterans/Disabled
Military connected talent encouraged to apply
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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:
- The California Fair Chance Act
- Los Angeles City Fair Chance Ordinance
- Los Angeles County Fair Chance Ordinance for Employers
- San Francisco Fair Chance Ordinance
Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.